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RH
Robert Half
Executive Assistant
Career Insights for Executive Assistant
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Scorecard
Based on New York data
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What they do
An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
$79,341 / year median in New York
-20% projected decline
Job Description
Description We are looking for an Administrative/ Executive Assistant to support a fast-moving, project-driven environment in Long Island City, New York. This Long-term Contract position is ideal for someone who takes initiative, keeps complex workstreams organized, and helps projects progress without needing constant direction. The role blends executive support, coordination, and operational follow-through, requiring strong judgment, effective communication, and the ability to manage competing priorities with confidence.
Responsibilities:
- Oversee several client engagements at once, keeping each assignment organized, current, and advancing according to timelines and deliverables.
- Maintain consistent communication with clients, vendors, suppliers, and internal teams to secure updates, close open items, and prevent delays.
- Arrange pickups, deliveries, and service visits while preparing detailed work orders and ensuring scheduling details remain accurate.
- Gather pricing, product availability, and lead-time information from external partners for materials, components, and specialized services.
- Source project-related materials, request samples when needed, and coordinate purchasing to ensure timely availability for upcoming work.
- Track incoming items and project materials, confirming they are properly logged and matched to the correct client or assignment.
- Prepare customer-facing quotes and proposals, monitor pending approvals, and follow up to keep decisions and work moving forward.
- Maintain organized records covering correspondence, pricing, schedules, approvals, action items, and project status updates.
- Address client questions and issues professionally, investigate missing information, and resolve concerns or escalate when appropriate.
- Support financial and administrative workflows by reviewing documentation for invoicing accuracy, assisting with vendor invoice processing, and identifying ways to improve office procedures and coordination practices. Requirements
- Demonstrated experience in a role that required ownership of projects or operations, not solely routine administrative support.
- Ability to manage numerous moving parts independently, prioritize effectively, and follow through without frequent reminders.
- Strong detail-oriented communication skills when interacting with clients, vendors, and cross-functional internal teams.
- Experience with executive support, project coordination, office management, operations support, account coordination, or vendor management.
- Sound judgment in recognizing when to resolve issues independently and when escalation is necessary.
- Proven ability to stay accurate and organized while handling interruptions, shifting deadlines, and competing priorities.
- Familiarity with calendar management, travel coordination, and executive meeting support.
- High level of discretion and ability to handle confidential company, client, employee, and financial information responsibly.